The EDAC Track

VeriDact: A Complete Redaction Solution

Randy Blevins - Wednesday, April 17, 2013

Veridact from EDAC SystemsGovernment agencies face two competing issues. The first issue is information transparency. Individuals and organizations request more and more documents under the FOIA (Freedom of Information Act), requiring the various government agencies to provide an increasing volume of documents to the public. The second issue concerns information security. The information that agencies send to the public must adhere to both security and privacy laws. These two competing directives make providing properly redacted documents to the public a very time consuming request, since multiple parties must view and manage the documents and their associated redactions.

VeriDact Addresses the Entire Issue
EDAC Systems created VeriDact as a standalone redaction solution to address highly complex ongoing redaction needs. As a standalone system, it works independently of the document management system where the documents reside. VeriDact accommodates complex approval processes with a robust workflow and intuitive workflow engine. Finally, VeriDact gives you a breadth of document and redaction options, enabling you to quickly and confidently comply with these requests.

Workflow Streamlines Processes
VeriDact’s workflow engine can be configured to meet both simple and complex redaction verification and validation requirements. A graphical interface enables administrators to quickly establish review and approval processes. These processes can be serial, parallel or a combination of both. In addition, the workflow engine accommodates external reviewers, enabling third parties to review documents for these requests. Automatic notifications prevent documents from getting lost in the process. Finally, VeriDact keeps a full historical reference, providing a fully accountable and auditable process.

Flexible and Complete Redaction Options
VeriDact provides a number of capabilities that enhance the redaction process. VeriDact accommodates any file type, including the entire Microsoft Office Suite. In addition, VeriDact works with popular image formats, such as TIF, JPG, GIF, and PDF documents. It also accommodates e-mail formats, such as Lotus Notes and Microsoft Outlook, and separates the e-mail message from the attachments, providing the ability to redact both separately.

Once imported, VeriDact performs a full text OCR action on the entire document. This allows the user to search and find words and phrases quickly and easily. These phrases are entered in an intuitive user interface. Upon being presented with a potential redaction, the user has the option of choosing white or black redaction bars, based on the agency’s policies. Redactions can include words, phrases, sections or entire pages.

Analysts have multiple options when it comes to managing the original documents. The documents can be permanently redacted, and saved as such. The original can be saved as a separate document from the redacted version; multiple versions can be saved based on the redaction requirements; finally, the documents can be saved in multiple formats, depending on the requestor’s needs.

Integrates with Many Systems
Regardless of where you store your documents, VeriDact can be used. EDAC Systems optimized VeriDact for use with Oracle’s Universal Content Manager and Business Process Monitoring solutions. Since it is a standards based solution, it can exchange documents with any ODBC compliant document management system, including OnBase, FileNET, Documentum, Trim, Stellent, Hummingbird and many others.

A Complete Redaction Solution
Let us show you how VeriDact can be your complete redaction solution. Send us a document set and we can show you how easy it is to establish a process to redact your documents, as well as the multiple tools to identify redactable text and images.

Contact us for a demo or to learn more

Connect Case Information Better with CaseFLOW

Randy Blevins - Tuesday, April 16, 2013

EDAC CaseFlowTracking investigative documents and information can be quite complex. Reports, images and a variety of other documents and data must be appropriately combined in order to effectively gather evidence against a suspect. In some cases, the information lives in other systems, and cannot be easily accessed, despite having explicit permission to do so. Most organizations rely on their paper based systems to track evidence, as well as workflow surrounding evidence, which leads to inefficiencies and excessive time spent managing and tracking documents. Evidence can get misplaced and information can become lost, resulting in wasted time and effort.

A Better Approach
Imagine having a single electronic location that provided evidence tracking for all of your cases. This solution can be connected to other databases and information sources providing you a single view to a particular case. Knowledge workers and investigative teams can collaborate to solve problems. Workflow actions route documents for approval with user friendly interfaces. All documents, including officer notes, emails, faxes and evidence facilities can be tracked from a single dashboard, providing a 360 degree view.

CaseFLOW, by EDAC provides all of this, and more, to help you improve tracking evidence and information for your cases.

Right Tool, Regardless of Your Agency
While the organizations may differ, CaseFLOW can help any investigative body track their cases. Many highly visible federal agencies use CaseFLOW, including the House of Representatives. Insurance companies can use it to track fraud cases, as it enables linking between many different systems. Fire departments can benefit from its air-tight security for tracking arson or internal investigations. Law enforcement agencies use CaseFLOW to strengthen evidence tracking, and reduce their risk of losing a case caused by losing evidence.

CaseFLOW: A Complete Approach
CaseFLOW provides a complete investigative case management solution for any investigative body. Built on the IBM FileNET platform, CaseFLOW provides a wide variety of technologies to import, track and connect information across many information sources. This includes scanning documents, importing electronic files and workflow features for routing documents. Working closely with a number of agencies, we have created customized interfaces that combine these technologies in relevant and meaningful ways to be able to import, track and approve information regardless of its origin.

Information Anywhere, Anytime, Any Device
CaseFLOW enables information to be imported and accessed from just about any device. Handheld devices and mobile computers can enter information into CaseFLOW. Case status, workflow approvals and electronic forms can be accessed from any device, giving the investigative teams unparalleled access to information wherever they are, when they need it.

CaseFLOW Evidence Tracking: Visibility and Accountability
Every agency has a set of processes that govern evidence availability and approvals. Evidence transfers must be transparent and accountable, conforming to chain of custody rules. Without these, evidence integrity becomes suspect, introducing risk to the prosecuting agencies to close a case. CaseFLOW integrates bar codes, Radio Frequency Identification (RFID) technology and workflow to track any piece of evidence, and insures that the evidence is properly maintained and preserved. The entire process is auditable, resulting in an evidence tracking system with the highest integrity.

Big Data Reporting: The Right Tools
The CaseFLOW reporting engine is built on a set of IBM tools for reporting. These software tools include the Cognos Business Intelligence for reporting and IBM Content Analytics for data evaluation. CaseFLOW uses these tools to identify relationships between various information sources, and may drive unconsidered investigation paths. EDAC has worked closely with a number of agencies to optimize these data relationships, enabling data to be connected faster and in more meaningful ways.

See For Yourself
To find out why CaseFLOW has been chosen by a number of leading law enforcement agencies, contact us to schedule a demonstration. You will see why the intuitive interfaces, broad data analytics and transparent workflow provide the next generation of investigative case management.

Contact us for a demo or to learn more

Datacap & FileNET: Integrated Financial Document Management

Randy Blevins - Monday, April 08, 2013

IBM FileNetOrganizations derive significant cost savings from automating their financial transactional activities. These transactions involve everything from inbound invoice processing to accounts receivable tracking. The benefits include faster transaction speed, reduced processing errors and higher early pay discounts, to name a few.

A typical invoice processing solution involves the following elements:

  • Import: Scanning paper documents and importing electronic documents into a document management repository. This includes invoices, checks and other related documents
  • Capture: Using OCR technologies to extract information from the paper documents and automatically classify them in order to send them to appropriate processes. This can include both structured forms (where critical information is consistently presented on the page, such as an employment application) and unstructured forms (where critical information is different for every document, such as a supplier invoice)
  • Integration: Connecting the data from the capture process to both the document management application and the appropriate line of business application
  • Workflow: How to manage content that requires a person’s attention so that the issue with the document is quickly resolved

Choosing the Right Approach
The question becomes not if you will realize these savings, rather, how to best implement a solution that meets your needs. There are two basic approaches, from a technology standpoint. The first approach involves assembling technologies from different providers, and having to manage them as the technologies change. This can involve complex upgrades and ongoing testing as these software providers change the way they manage the content produced during these processes.

The second approach is to deploy a well tested and integrated approach that takes the ongoing support out of your hands. This approach assures that these solutions not only work today but will work in the future, and takes the burden off you and your IT staff.

An Integrated Approach: IBM Production Imaging Edition
IBM has assembled an integrated approach that streamlines transactional processing. It is a combination of leading technologies which ultimately makes your decision easy when it comes to both initial implementation speed and ongoing cost of ownership. This solution deploys the following IBM software:

  • Import and Capture: The IBM DataCap Taskmaster combined with other IBM developed technologies enables documents to be imported into FileNET for processing
  • Integration: EDAC Systems has extensive experience connecting the IBM Production Imaging Edition to a number of popular ERP systems. This provides a simple means to integrate documents and workflow with your line of business application
  • Workflow: IBM Business Process Analyzer, IBM Business Process Designer and IBM Business Process Tracker provide an integrated approach to creating and managing processes that sit between the document and various stakeholders when exceptions happen

These technologies combined, provide a completely integrated and self-manageable solution that makes it easy to deploy and manage financial transaction solutions.

Let Us Show You
EDAC Systems can provide you with a demonstration to showcase how these technologies can work in your organization. We have done this for hundreds of organizations, and we can show you how to select the right technology solution to meet your current and future needs. Contact us for a demo or to learn more.

Document Management for Logistics

Randy Blevins - Monday, April 01, 2013

Document Management in LogisticsManaging Paper, One Shipment at a Time

A shipment is the final stage of delivering your goods to your customer. Once shipped, you are on the path to invoicing your customer, depending on if it is Freight on Board (FOB) your dock or FOB their dock. Whether you ship domestically or internationally, each shipment can have a large document set that needs to be managed in order to comply with federal, state and local regulations. Keeping track of these documents can be quite complex.

EDAC Systems can provide document management technologies that track and connect a complete set of shipping documents, enabling you to expedite billing processes, as well as reduce administrative costs.

Many Different Documents
The beginning of a set of shipping documents can begin with the accepted order. Once entered into your Enterprise Resource Planning (ERP) or production processes, your systems produce goods against the accepted order that need to be shipped to a customer, whether it is a distribution facility or the final user. Depending on the customer, you may need a variety of supporting documents as a part of the shipment, including test results, domestic content certifications or other documents.

Finally, once the shipment is ready, you may have a variety of bill of lading and shipping documents. Once the delivery truck is onsite, your driver may require a signature on a proof of delivery document, verifying that the goods were delivered, and approved for receiving.

Technology Tracks These Documents
Document management solutions can track an entire document suite for any given order. For system generated documents such as orders and invoices, there are multiple means to import and index these documents automatically. These documents provide the key initial metadata values for the remaining documents, since the remaining documents will be connected by this information.

Upon producing the goods, your systems create shipping documents, which may require signatures at both your dock by the trucking company, and by the customer once delivered. Once scanned (we’ll get to that in a minute), advanced capture applications enable you to automatically classify these documents. For instance, a bar code on the bill of lading or proof of delivery can be used to automatically assign metadata (a.k.a., index) the scanned image, and connect it to the other related shipping documents. The capture application can also check to see that a signature is present, and automatically route the document to the customer if one is not present.

Scanning Options
Documents can be scanned a number of ways. Dedicated document scanners are used to scan and index signed shipping documents at the dock. Organizations can also leverage their existing multi-function devices (MFD). MFDs scan the documents, which are then sent to either an email address or system folder, where the document management system imports and processes the documents. For proof of delivery documents, smart phones and tablets can be used for signatures on e-forms or imported system documents. In the case of smart phones, drivers take a picture of the signed proof of delivery and email it to the document management system for classification and indexing.

Results: Improved Customer Service & Reduced Costs
Having all of these documents in a single location and connected in meaningful ways provides a number of financial benefits. First, billing can happen faster. Once the goods reach the point where an invoice can be sent, the faster you provide those documents, the faster you can bill. Document management can make those actions happen faster by electronically presenting a completed transaction to your billing system.

Second, your staff can see all related documents in a single location. Document management connects these documents in ways that make sense to your organization, so that your customer service, account managers and operations staff can access all related documents to an order. Information that was once distributed is now centralized, enabling your staff to spend less time searching for information, and more time managing customer requests.

Finally, any irregularities can be quickly and easily resolved, improving customer service. If a partial shipment is made, or an item is damaged during delivery, notes can be easily and quickly read, either on the proof of delivery document or the shipping documents. Automatic communications can be sent to customers, acknowledging the issue, and providing ongoing updates as to the status of the remainder of their order. This not only improves customer service but also streamlines these processes, enabling your team to do more with less.

See it in Action
Let us show you how these technologies can improve managing your shipping and logistics documents, resulting in improved cash flow and lower administrative costs. We can apply the right technologies to fit your company’s needs. Contact us for a demo or to learn more.

Digitize it All with DocuSense

Randy Blevins - Monday, March 25, 2013

Healthcare Professional using DocuSenseYour new Electronic Healthcare Records (EHR) system creates digital patient records from check in to check out. All activities related to a patient’s stay, including interactions with the pharmacy, radiology, emergency rooms and surgical centers are all tracked. Extracting a patient record becomes a matter of a few mouse clicks.

What do you do about those existing paper records, though? Digitizing these records represents some of the most significant patient record challenges for healthcare organizations. Doctor’s notes, prescriptions and other hand written information cannot be easily extracted off the page. The many different forms that hospitals have used and currently use require significant logic to determine the form type, patient information and what relevant information exists on the document. In short, this can be a document management nightmare.

The Technology Solution
DocuSense is a combination of a variety of off-the-shelf and customized technologies used to extract information on a page and classify the document to a patient’s medical record. For machine printed forms, DocuSense uses off-the-shelf OCR and forms recognition software to extract information and classify a document. DocuSense recognizes key words on a page, and uses those key words to determine what the document is. It can also extract values on the page to determine where the document should go, and to which patient it belongs.

Different Types of Handwriting
For handwriting, DocuSense uses technologies developed for both Library Sciences and the War on Terror to read and convert handwritten words into searchable text. Handwriting is used in a number of different ways on a page.

  • Forms: Putting date values in constrained areas is the most basic handwritten form. In most cases, this information can be validated from other data, and is simple to read since it is within a constrained part of a document
  • Semi Constrained Printed: Hand written printed names are the second type. For example, a written name on a contract or on a form can be easily identified and extracted, as well as compared to the existing patient record for validation
  • Semi Constrained and Unconstrained Cursive: In both cases, cursive writing is the most difficult to convert from written text to searchable text. For semi-constrained, it will be a signature, where validation can occur against a patient’s file. For unconstrained, the text is usually found in the doctor’s notes, which can contain complex medical terms, and may not be able to be validated

The technology enhances the handwriting and converts it to searchable text. Using this technology enables hospitals and clinics to extract critical data from a hand written note, and appropriately classify and index the note for future reference. Confidence algorithms highlight any values where the software has not determined a 100% match for the word, and presents them to your staff to have them enter the values.

Multiple Benefits
This technology can be used across multiple document types, including doctor’s notes, inbound patient information, prescriptions and structured forms completed by patients. DocuSense ties all of this information together to provide you with a means to now convert your existing patient records into searchable text. Previous information that was difficult to find is now accessible and searchable, improving responsiveness to patient record requests and RAC audits. Paper files that take up space can be scanned and indexed, making more room for other administrative resources. All of this takes place in a single system that can be connected to your EHR solution to provide a seamless information resource for your medical professionals.

Contact us for a demo or to learn more.

Welcome to the New EDAC Systems Website

Randy Blevins - Wednesday, November 14, 2012

We are proud of our new website and blog, developed by Innovaxis Marketing Consulting. We hope this provides you with a thorough understanding of how we can help you make the most out of enterprise content management (ECM).

Though we represent industry-leading hardware and software from companies like Kodak, Fujitsu, IBM, and Oracle, we also would like to draw your attention to our own line of software:

  • CaseFLOW®: a web-based investigative case management suite for law enforcement, investigative agencies and national security
  • DocuSense®: software automatically recognizes and extracts data from all medical documents and forms, even those that are handwritten
  • VeriDact®: software automates declassification and redaction for government agencies and commercial enterprises

Please feel free to peruse our new site or contact us to learn more.